BP Fundamentals Flashcards
BP Term: Business Process Type
A type of Business Process delivered by Workday that can be automated using Workflow (i.e. Hire, Terminate, Expense Report Event, etc.)
BP Term: Business Process Definition
A Business Process is the definition of tasks that need to be done in order for an event to occur, the order in which they must be completed, and who must do them. Workday includes a number of predefined business processes for different purposes.
BP Term: Business Process Instance
A business process instance is a business process that the initiator has started. For example, the “Hire for Organization X” business process definition becomes an instance when the initiator uses it to hire a particular applicant.
BP Term: Task
A task is a business process step that a user must complete. For example, task alert notifications are triggered by steps in a business process.
BP Term: Event
An event is a transaction that occurs within your company such as hiring or terminating an employee. Workday Business Processes represent how Workday should respond to one of these events.
BP Term: Security Group
A security group is a group of people with specific responsibilities and permissions. When a Business Process runs, the step or task is sent to those in the security group configured for that step. If a role-based security group, the step includes all the workers in that role in the organization of the business process target.
BP Term: Target
The target is the object that the business process operates on. E.g. the employee, the general ledger, etc.
The target determines the org, and therefore controls which BP custom definition Workday uses.
BP Term: Initiator
The user that initiates the business process instance.
Business Process Configuration Options Report
Enables you to determine how a business process type can be configured by detailing the options available and any restrictions.
Lists all available actions, approval options, what sub-processes can be used in the BP, options on saving, restrictions, prerequisite actions, whether the BP is a sub-process only, what BP’s it is allowed as a sub-process, org types for which it is valid, approval options, whether it allows mass approval steps, the allowed actions, and more!
BP Column: Step
This leftmost column holds the related action icon which contains available actions for the particular step of the business process.
BP Column: Order
This determines the order of execution for the steps within a business process. Use letters. Numbers are sorted alphabetically, not numerically, so 10 sorts before 2.
The initiation step is always a. Use characters b through z for the remaining steps.
If you use the exact same string. For example: three steps are d, they run in parallel and all must be completed in order for the next step to proceed. You can also skip letters.
BP Column: If
A condition is part of a business process step and consists of one or more rules an “if” statement. The step will not occur, if the condition is not satisfied.
BP Column: Type
This is where you identify the type of step. For example: Action, Service, or To Do.
BP Column: Specify
This is where you specify the type of step. For example: Type = Action; Specify = Propose Compensation
BP Column: Optional
Yes = Step is Optional No = Step is Required
An optional step does not have to be completed. The notification message contains a link that the recipient can click to skip the step. The next step does not begin until the recipient either chooses to skip it or completes it.
BP Column: Group
Specify one ore more security groups responsible for this step. The available security groups are limited to those allowed by the security policy. This step appears in everyone’s inbox automatically and is removed when someone in the group completes the step.
BP Column: Routing Restrictions
You can optionally define routing restrictions and alternate routing for certain business process step types (Initiation and Checklist step types cannot be rerouted)
BP Column: All
If the All column is NOT checked, as soon as one person in the assigned group approves the request, the notification disappears from everyone else’s inbox and the business process continues.
BP Column: Run as User
Used to identify the User for a Batch or Integration step type.
BP Column: Due Date
This is the elapsed time from when the process is initiated until the process should be complete.
BP Column: Due Date is Based on Effective Date
Refers to the effective date that the initiator specifies when starting an instance of the BP
BP Column: Complete
When a completion step finishes, the business process is listed as complete, even if there are more steps to do. For example, a person can be listed as “hired,” even if the steps for having the new employee enter their personal information and W-4 form are not done, yet.
Completion makes the data for this business process available to other systems like Payroll or General Ledger. Make sure all approval steps and Review action steps come before the completion step. If there is no completion step, the business process is considered complete when the last step finishes.
BP Step Type: Initiation
Always the first step in a BP
BP Step Type: Action
An action or event that occurs within WD. E.g. An action step of “Review Employee Hire” within the Hire (Default Definition).
BP Step Type: Approval
Gives the designated approver the opportunity to approve or deny the entire business process.
BP Step Type: Approval Chain
Also approves the entire business process.
A sequence of approvals that starts with an individual, then goes to that person’s manager, and on up the mgmt chain until it gets to the top, or until some exit condition is met.
Use the Group column to set the security gr4oup that starts the chain.
BP Step Type: Batch / Job
Allows you to specify that a batch process be run as a BP step.
BP Step Type: Checklist
A collection of To Dos. You can select one of the checklists available to the particular Org.
BP Step Type: Complete Questionnaire
By specifying a questionnaire as part of a BP, allows you to gather relevant info for making data-driven decisions.
BP Step Type: Consolidated Approval
Enables you to combine multiple approvals for the same person into a single approval task notification.
Approvers see a simplified info for each step, but with a link to more info, if needed.
As with other approvals, this will either approve or deny/terminate the entire BP.
BP Step Type: Consolidated Approval Chain
Combines the properties of an Approval Chain with a Consolidated Approval
BP Step Type: Edit Additional Data
Can be used to edit custom fields within the context of a BP. NOTE: BP validation rules do not apply to this step.
BP Step Type: Integration
A WD system operation that transfers data to or from an external application. An integration step would also kick off a separate processing thread.
BP Step Type: Report
Allows you to have a report run as a BP step. The report output is sent automatically to the W: drive, rather than displayed.
Optionally, you can create a To Do step within the BP that consolidates the link(s) to one or more reports within a single To Do step.
BP Step Type: Report Group
Sames as Report step, but allows multiple financial reports to run as a single unit.
BP Step Type: Review Documents
Enables you to use a BP to distribute documents to workers.
BP Step Type: Service
Kicks off a separate processing thread (example: creation of a Workday user account).
BP Step Type: To Do
An activity that the responsible person must do outside of WD, such as a new hire filling in and submitting a W-4 form.
BP Step Type: Mass Approval
Provides a dashboard for multiple approvals from a single process. Only available for processes that deal with multiple orgs, like bonus, merit, and salary actions.
Editing a BP: Add / Remove Steps from a BP
Search for the BP > BP Definition > Edit Definition
Add steps using the (+) sign.
Remove steps using the (-) sign.
Editing a BP: Impact to “in flight” BP transactions
Edits to BP definitions are effective dated.
BP transactions or events already “in flight” will not pick up the edits while “in flight”. Only newly initiated transactions (post edit) will pick up the new definition.
BP Config: Configurable validation message text
Related Actions > Validation > Configure Validation Text
BP Config: 3 areas where validation messages are used
1) Absence types
2) Business process validations
3) Custom validations (used in Financials)
BP Config: Maintain Validation Rule
In View Mode, off the related actions for a step > Business Process > Maintain Step Conditions > Create Condition Rule
BP Config: Create, Maintain, and Troubleshoot Step Conditions
In View Mode, off the related actions for a step > Business Process > Maintain Step Conditions
BP Config: Maintain Action Label Override
In View Mode, off the related actions for a step > Business Process > Maintain Step Label Override
BP Config: Maintain Step Help-Text
In View Mode, off the related actions for a step > Business Process > Maintain Step Help-Text
BP Config: Maintain Related Links
Off the related actions for BP > Business Process > Maintain Related Links By Definition
Find BP Events
1) Search “event: “
2) Worker History
3) Find Events - faceted report
4) From the Inbox, Archive tab
5) From the Worklet - My Business Processes
BPs and Orgs: Copy / Link Definitions
Best practice is to use the default definition.
However, you can create a copy of a definition for different orgs where execution steps vary greatly.
BPs and Orgs: How to tell which BP an object uses?
Navigate to the business object, off the related actions menu select Business Process > Business Process Definitions for Business Object
Components of Configurable Security
Domain Security Policies
Business Process Policies
Security Groups
Domain Security Policies
Determine which security group can view or modify data within the domains
Business Process Policies
Determine which security groups can participate in the business process
Security Groups
Groups of users who need to perform actions or access data.
Enforces security and:
- Control what you can do
- Control what you can access
- Security Groups are used in business process steps
What must be done in order for a security policy change take effect?
Run the task Activate Pending Security Policy Changes
Security Groups: Unconstrained
Users have access to all target instances secured by the security group
Security Groups: Constrained
Users have contextual access to a subset of data to which the security group has access. Target constraints in WD are typically by org, but can also be for levels and segments
Security Groups: Unconstrained or Constrained
Applies to intersection and aggregation security groups where it depends on the security groups constraints being combined
Security Groups: User-Based (U)
PURPOSE: perform administrative or set up tasks
ASSIGNED TO: User directly
EXAMPLE: Report Writer; Security Administrator
Security Groups: Role-Based (C/U)
PURPOSE: Access is specific to one or more Orgs
ASSIGNED TO: Position
EXAMPLE: HR Partner; Benefits Partner; Accountant
Security Groups: Service Center-Based (C/U)
PURPOSE: Allow 3rd party users limited access
ASSIGNED TO: Service Center Representative
EXAMPLE: 3rd Party HelpDesk
Security Groups: Job-Based (C/U)
PURPOSE: Auto-population security based on user’s job criteria
ASSIGNED TO: Job related criteria e.g. Job Profile, Job Family
EXAMPLE: CFO
Security Groups: Integration System (C/U)
PURPOSE: Access to run integration systems
ASSIGNED TO: System accounts
EXAMPLE: Credit card system
Security Groups: Segment-Based (C)
PURPOSE: Access to selected components (a segment) of the secured item
ASSIGNED TO: Securable items for Suppliers, Customers, Pay Components
EXAMPLE: Users can access only certain Suppliers
Security Groups: Location Membership (U)
PURPOSE: Auto-populated security based on a user’s location
ASSIGNED TO: One or more locations
EXAMPLE: Users in Building X, Users in USA
Security Groups: Organization Membership (U)
PURPOSE: Auto-populated security based on orgs to which they belong
ASSIGNED TO: One ore more organizations of, any type such as Company, Supervisory, Hierarchies, etc.
EXAMPLE: Users in IT HelpDesk supervisory org, Users in Financial Planning cost center
Security Groups: Aggregate (Mixed)
PURPOSE: Users must meet specifications of ANY security groups
ASSIGNED TO: Multiple security groups
EXAMPLE: Users in location USA or Corporate HR Partner Role
Security Groups: Intersection (Mixed)
PURPOSE: Users must meet specifications of ALL security groups
ASSIGNED TO: Multiple security groups
EXAMPLE: Users in location US and Corporate HR Partner role
Security Groups: Level-Based (C)
PURPOSE: How people in a certain level can access people in other levels
ASSIGNED TO: Leveled structures, such as management level or compensation grade hierarchies
EXAMPLE: Enable workers in a given management level to view Talent Data for workers in lower levels
BP Config: Maintain Step Delay
Puts the BP on hold until the specified delay is completed.
Can be based on several milestones, e.g. prior step completion date, process initiation date, etc.
BP Config: Maintain Advanced Routing
Ability to define routing restrictions, alternate routings.
Restrictions allow you to exclude certain individuals (e.g. initiator, prior approver, event subject)
Alternate routings allow you to specify alternate security groups for routing the transaction
BP Config: Create Questionnaire, Add to BP
Task: Create Questionnaire
Add to BP: Add a step of type = Complete Questionnaire and specify the group (e.g. Employee as Self for a Termination Questionnaire)
BP Config: Add a Report Step
Add to BP: Add a step of type = Report (report security will be enforced)
Report output is sent to the W: drive
BP Config: Associate a Task with a To-Do item
NEED TO RESEARCH
BP Config: Create and Distribute a Document or Task
BP = Distribute Documents or Tasks
* Can use new roles / user prompts to specify who receives the docs / tasks
BP Config: Enable Attachments
Can attach to Initiation, Action (Review Actions only), and Approval steps
Use BP security policy to control who can view, edit attachments
Can be enabled for a specific BP, or at tenant level
- BP > Business Process Policy > View
- Edit Tenant Setup > Enable Attachements checkbox in the BP section
Use Business Process Configuration Options report to know which BPs allow attachments
BP Config: Embed a Standard or Custom Report or Report Group
From the BP Definition, off of related actions, go to Business Process > Maintain Related Worklets
- Select the step
- click the “Maintain Step Related Worklets* button
- click Add
aka Embedded Analytics, or Embedded Worklets
Worklets are standard (WD delivered) or custom reports that you enable as worklets
Business Process Steps Enabled for Worklets report tells which BP steps allow
Ad Hoc Approvals
Ad Hoc approvals are when someone adds an approver to a BP in process (literally click the “Add Approvers” button)
Must be allowed in the BP Policy
Related action off the BP > Business Process Policy > Edit, navigate to “Action: Ad Hoc Approve” and add the appropriate Security Groups.
Maintain ToDos
Allows you to edit and manage To Dos (add, edit, delete).
Manage a business process for a worker
A task that enables you to control access to Workday Inbox tasks for another worker (such as a terminated worker) from a single, convenient location.
Gives you access to two categories of Inbox items
1) Inbox Items Assigned to Worker lists tasks assigned to a worker
2) Business Process about the Worker lists BPs for which the worker is the subject
Assign roles to a worker
A BP that provides a convenient way to change org roles, w/o having to navigate to this from the org.
Available as a sub-process in most staffing BPs.
Event Management
Find an event (several methods)
- Reassign: [IP] task must be in progress
- Delegate: [IP or I] task can either be in progress or initiation
- Correct: [SC or IP] task can be either completed or in progress
- Rescind: [SC] task must be successfully completed
- Cancel: [IP] task must be in progress
Manage Mass Operations
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Consolidated Approval Chain
The consolidated approval chain combines features of a consolidated approval and an approval chain.
Consolidated Approval
Consolidated approval means approving one or more selected steps at one time.
The approval step generates a custom approval page summarizing everything that is to be approved.
Can only display previous steps (i.e. to assist in making an approval decision)
Maintain Checklists
A task that allows you to edit / manage checklists by adding or removing To Do items.
A checklist is a type of step in a BP. It is a list of To Dos or external tasks.
Configure Notifications: System
BP Def > Notifications Tab > Maintain System Notifications
Configure Notifications: Custom
Create a custom notification with static or dynamic test instead of using the system notification
NOTE: Creating a custom notification does not disable a system notification automatically. So make sure you’re not sending out duplicate notifications (e.g. a system notification AND a custom notification) for the same scenario.
Configure Notifications: Email Templates
A collection of content elements such as text, images, and variables that enable WD to generate an appropriate email when a BP or other use requires it.
Edit Email Template task
BP Notifications
Can be sent when
1) BP status changes
2) Upon entry / exit from a BP step
3) A task / process is overdue
